RE: OAC 530:10-15-55, Paid administrative leave for state employees as a result of the bombing at the Alfred P. Murrah Federal Building on April 19, 1995.

Since October 1996, the Office of Personnel Management has received a number of inquiries about leave under this rule for state employees who were physically injured in the bombing. As a result, we have again reviewed this rule and provide the following clarification.

Section 530:10-15-55 authorized paid administrative leave until October 19, 1996, for classified and unclassified employees of state agencies housed in buildings damaged by the Murrah Building bombing, or classified or unclassified state employees physically present in such buildings in an official capacity, who suffered physical, mental, or emotional harm as the result of the bombing.

Subsection (f) authorizes paid administrative leave for months from the date an eligible employee is first granted paid administrative leave under this rule or its predecessor rule, 530:10-15-54. Section 530:10-15-54 authorized paid administrative leave for all state employees physically injured as a result of the bombing for six months from the date of the bombing or until the employee was released to return to work, whichever was earlier. Paid administrative leave may not be granted under Section 530:10-15-55 after October 19, 1996, unless an eligible employee requires a medical procedure related to physical harm suffered as the result of the bombing, which is not scheduled until after October 19, 1996. Subsection (g) provides that in this situation an employee is eligible for paid administrative leave until October 19, 1997.

Since last fall, we have revisited the relationship between subsections (f) and (g). I am now interpreting Subsection (g) as both extending the expiration date for the use of paid administrative leave to October 19, 1997, under certain circumstances and as increasing the amount of time available if an eligible employee requires a medical procedure related to physical harm suffered as the result of the bombing, which is not scheduled until after October 19, 1996. The purpose of the extension of paid administrative leave granted under Section 530:10-15-55 beyond October 19, 1996, was to accommodate eligible employees who required a medical procedure related to physical harm suffered as the result of the bombing, which was not scheduled until after October 19, 1996. Subsection (g) requires an employee who qualifies for paid administrative leave after October 19, 1996, to submit a statement signed by a physician, as that term is defined in the rule, which describes the required medical procedure and the date(12 s) it is scheduled to occur.

Section 530:10-15-55 does not define the term "medical procedure" because, as the rule indicates, it is the employee's physician who determines what medical procedures, related to physical harm suffered as the result of the bombing, are required for his or her particular patient. Thus, a determination by an employee's physician that office visits following surgery, physical therapy, and other treatments are required medical procedures related to physical harm suffered as the result of the bombing, would meet the requirements of both the intent and the letter of the law as expressed in Section 530:10-15-55. I believe a physician could provide a statement covering multiple occurrences if more than one absence was necessary.

If you have any questions or comments, please contact OPM Compensation Services at (405) 521-2177.

SUBJECT: List of Organizations and Policies Approved for State Employees' Voluntary Payroll Deductions

The payroll deduction status of National Family Care Life Insurance Company was terminated effective April 25, 1997. National Family Care should be notifying policyholders about other methods for paying premiums. Agencies should allow employees a reasonable period of time to make alternative arrangements before ending deductions.

If you have any questions please feel free to contact Marsha Reeder at (405) 521-2269.

You are invited to attend a special "Public Service Week Awards Ceremony and Reception", Thursday, May 8, 1997 at 1:00 p.m. in the Blue Room of the State Capitol. During the Awards Ceremony Governor Frank Keating and Legislative Leaders will present special awards and resolutions to state employees. You are also invited to a Reception immediately following the Awards Ceremony, sponsored by the Oklahoma Public Employees Association (OPEA).

As you know, Governor Frank Keating has declared May 5-11, 1997, as "Public Service Recognition Week" (PSRW) in the State of Oklahoma. He PUBLIC has encouraged all state agencies to plan special to recognize the products and services provided by state government, and to celebrate the contributions state employees make each and every day on behalf of the people of Oklahoma.

The Office of Personnel Management has scheduled a number of special PSRW activities. One of our major activities is what we are calling an "Appreciation Day" for OPM departments, which will allow the departments to "stroke" employees within their department and "brag" about the services they provide.

We would like to extend a special invitation for you and your staff to visit our departments during these Appreciation Day activities, which are scheduled as follows:

The Office of Personnel Management, the Department of Central Services, and the ABLE Tech project of Oklahoma State University, are hosting a seminar on Section 508 of the Rehabilitation Act of 1973, as amended. We invite you and your staff in purchasing personnel and affirmative action personnel to attend one of the two sessions on July 9, 1997. The enclosed sheet gives the details on the seminar. There is no charge and the two hours will count for mandatory supervisory training.

Section 508 declares that state agencies shall purchase equipment (electronic and informational technology) that is accessible to all state employees regardless of disabilities. The intent of Section 508 is to ensure that individuals with disabilities have comparable access to electronic information and data.

The "Technology Related Assistance for Individuals with Disabilities Act" of 1988, Public Law 100-47, and 103-218 (known as the Tech Act) requires that Oklahoma ABLE Tech assure compliance with Section 508. Governor Frank Keating issued a letter of assurance stating that, "all agencies, boards, and commissions of the State and their employees will comply with Section 508. . ." This is an opportunity to determine the procedure for ensuring compliance.

WHY ATTEND? "State agencies shall purchase equipment (electronic and informational technology) that is accessible to all state employees regardless of disabilities" (Section 508, Rehabilitation Act of 1973). Governor Frank Keating has issued a letter of assurance stating that, ". . .all agencies, boards, and commissions of the State and their employees will comply with Section 508. . ."

WHO IS OFFERING THIS SEMINAR? Oklahoma ABLE Tech, Oklahoma State University, the Department of Central Services, and the Office of Personnel Management are hosting this two-hour seminar. There is no charge.

WHAT ARE THE OBJECTIVES? By the completion of this seminar, and with the aid of their notes, participants will be able to:

1. Define "electronic and informational technology equipment." 2. Explain what is required to ensure compliance with Section 508. 3. Give examples of equipment that meet the requirements of Section 508.

WHO SHOULD ATTEND? Anyone involved in purchasing, or recommending the purchase of, electronic or informational technology equipment, such as purchasing directors, purchasing staff, individuals who recommend purchases, and other key staff.

WHAT WILL BE COVERED? This is the agenda:

Definitions and requirements of Section 508 Staff, Oklahoma ABLE Tech Oklahoma State University

Equipment demonstrations Selected Vendors

Questions and Answers Period Staff, Oklahoma ABLE Tech Department of Central Services

HOW DO WE REGISTER? Use the standard OPM/HRDS registration process (OPM Workshop Nomination Form 193). Specify which session you want to attend--a.m. or p.m. Sorry, on-line registration is not available. For other information call (405) 521-6334 or 522 0762.

On April 10, 1997, the Office of Personnel Management notified agencies that "the payroll deduction status of Mid-Continent Life Insurance Co. was terminated effective April 7, 1997. Mid-Continent should be notifying policyholders about other methods for paying premiums. Agencies should allow employees a reasonable period of time to make alternative arrangements before ending deductions."

The Office of Personnel Management has received information indicating that Mid-Continent Life Insurance Company is returning checks issued by state agencies for payroll deductions for both Mid-Continent and Commonwealth policies. Affected employees should be notified immediately of this situation. Please advise them to contact their insurance agent to make appropriate arrangements to avoid loss of benefits.

If you have any questions please feel free to contact Marsha Reeder at (405) 521-2269.

RE: Fiscal Year End Payroll Processing and Workers Compensation Changes

The Office of State Finance (OSF) mainframe computer will not be available for payroll processing from 1:00 p.m. Monday, June 30, 1997 to noon Tuesday, July 1, 1997.

No payroll claims or payroll claim transfers will be processed during this period. Also, Longevity payrolls for June that will not be paid until after July 1, 1997 should not be processed.

For the Bi-Weekly agencies that have payrolls that are to pay on 7-3-97 for the period of 97A250, 6-8-97 through 6-21-97, these need to be processed and to OSF before the downtime period starts at 1:00 p.m. on 6-30-97. This will insure the direct deposits and warrants reach the employees on time.

The State Insurance Fund published new Workers Compensation Rate tables, which are effective March 1, 1997. These tables are to be used for all policies renewed after this date.

When your Workers Compensation policy renews (usually 7-1) you will need to go into “MA” Agency Payroll Control and then to “BW” Brws/Maint. Workers Comp to change your table code. Your current tables code should be “E”, the new table code to be effective when your policy renews will be “F”.

To update the table code to a “F”, on the “MABW” screen, put in a “C” change on this record, and update the Table Code from “E” to “F”. Also, make sure you are using the correct Experience Modifier provided when the policy renews. The premium discount of 33% and prompt pay discount of 5% remain the same.

Enclosed is a copy of HCR 1031 proclaiming the week of May 5-11, 1997 as Public Service Recognition Week. This resolution was adopted by the House of Representatives on May 8, 1997, and by the Senate on May 15, 1997.

It is my understanding that numerous memorable events occurred commending and recognizing state employees. My sincere appreciation is extended to each of you for being instrumental in making Public Service Recognition Week a tremendous success.

As the fiscal year 1997 draws to an end, we are faceted with the annual change of our Fund and Account Codes for FY98. As Agency Payroll System users, you have the option of allowing the system to update your Fund and Account Codes or updating them manually. This option is offered on an Agency by Agency basis.

We request a written reply if you are declining our offer of assistance, or if you have major changes in the fund or account format. Please have your answer to us by June 16, 1997.

If you accept our offer for the system to do the updating for you and you have major changes to the fund and account structure, we request a letter from you with an attached list of your current FY97 and the new FY98 Fund, Account and Sub-Activity

Codes. The list should be formatted as follows:

FY97 FUND/AGY/ACCOUNT

FY98 FUND/AGY/ACCOUNT

CODE/SUB-ACTIVITY

CODE/SUB-ACTIVITY

Fund

Agy

Account

Sub-Activity

Fund

Agy

Account

Sub-Activity

197

828

019710

00001

198

828

029820

00001

200

828

009710

00001

200

828

009820

00001

This year, as with last year, you can process FY97 and FY98 payrolls at the same time without the assistance of the Agency Payroll Unit. Just be sure you have the correct pay period on your claim before you submit the payroll to OSF.